Create a directory

  • You can use the Directory Merge feature to create a directory of names and addresses, a parts catalog or an inventory sheet and so on. This feature allows you to take any information out of a data source and put it in Microsoft Word.

  • You might use Directory Merge whenever you have information that comes out of a database but you want to format the report in Word

  • Click Mailing tab > go to Start Mail Merge group > click Start Mail Merge > choose Directory


Select recipients

  • Click Mailing tab > go to Start Mail Merge group > click Select Recipients > choose the desired secondary data source, for example Use Existing List…

  • In the Select Data Source dialog box, select the desired data file > click Open

  • In the Select Table dialog box, select the desired worksheet indicated with the “$” at the end of the name > click OK

  • Click Mailing tab > go to Start Mail Merge group > click Edit Recipient List

  • In the Mail Merge Recipients dialog box, preview or refine recipient list if desired

 

 

Present the records in a table

  • Click Insert tab > go to Tables group > click Table

  • Choose the size of the table (1 row x n columns)

 

 

Insert Merge Fields

  • Place the mouse to where you want insert a merge field in the table

  • Click Mailing tab > go to Write & Insert fields group > click Insert Merge Field > select the desired fields you want to display in the directory

  • Notice that these fields have delimiters around them that are inserted not typed

  • Click Mailing tab > go to Preview Results group > click Review Results

 

Insert heading row for the directory

  • Click Insert tab > go to Header & Footer group > click Header > choose Blank

  • Click Insert tab > go to Tables group > click Table > choose the size of the table (1 row x n columns) > adjust the size of the column to match with the table below

  • Enter the heading text in those cells > apply any formatting to the header if desired > double-click to the header area to close the header

 


Merge the directory

  • Click Mailing tab > go to Finish group > click Finish & Merge > choose Edit Individual Documents…

  • In the Merge to Printer dialog box, select the desired range for the directory merged > click OK

  • The new document displays with records generated in the directory table